Collection Letter

The product supplies a base collection letter extract algorithm C1-LTR-CLLDC. It includes the common record types as described above as well as additional records with new record types. These records are described below.

Note: Please note that there may be space and display limitations in the designed letter with respect to field lengths. For example, several control table descriptions are included and are 60 bytes. The designed letter may not allow for 60 bytes for a description and could cut off some information. Please work closely with the letter template designers for your letters.

Record Types

The following table lists the record types used for the collection letter.

*Record Type*	*Description*	*Notes*
1600	Overdue Process record	Required. 1 per letter.
Note	The subsequent record types depend on the 'collecting on' object for the overdue process. The algorithm supports 'collecting on' object of obligation or assessment. If it's obligation, then record types 1620 and 1622 are populated. If it's assessment, then record types 1650 and 1652 are populated.
1620	Overdue Process Obligation record	A record will exist for each obligation linked as a 'collecting on' object to the overdue process.
1622	Overdue Process Obligation Debt Category record	A record will exist for each combination of obligation and debt category for outstanding debt.
1650	Overdue Process Assessment record	A record will exist for each assessment linked as a 'collecting on' object to the overdue process.
1652	Overdue Process Assessment Debt Category record	A record will exist for each combination of assessment and debt category for outstanding debt.

Sort Key

The following table describes the structure of the sort key and the values for the collection letter record types.

*Field Name*	*Format*	*Source / Value / Description*
LTR_TMPL_CD	A12
CC_ID	A10
CC Record Group	A2	30 - Collection type letters
Sub Record Group	A2	This field forces the subordinate records into the correct order. Values: 10 – Overdue Process record 20 – Overdue Process Obligation record 30 – Overdue Process Obligation Debt Category record 40 – Overdue Process Assessment record 50 – Overdue Process Assessment Debt Category record

Mailing Key

Mailing key contains the postal code.

Letter Information

The following shows the letter information for the collection letter record types together with their associated record type, sort and mailing key.

Overdue Process Record

This record contains information about the overdue process and event that triggered the letter.

*Field Name*	*Format*	*Source / Value / Description*
Record Type	A4	"1600"
Sort Key	A26
Mailing Key	A15
OD_PROC_ID	A12	CI_OD_PROC_LOG / Overdue process that triggered the letter.
OD_EVT_SEQ	N3	CI_OD_PROC_LOG / Overdue event that triggered the letter.
ACCT_ID	A10	CI_OD_PROC / Account being collected on.
OD_PROC_TEMPL_CD	A12	CI_OD_PROC / Overdue process template.
DESCR	A60	CI_OD_PROC_TMP / Description of the overdue process template (using the language of the customer contact's Person).
CRE_DTTM	DT25	CI_OD_PROC / Date/time that the overdue process was created.
CURRENCY_CD	C3	CI_OD_PROC / Currency for the amount.
CHAR_TYPE_CD	C8	CI_OD_PROC_TMP/Char Type of Objects Collecting On

Overdue Process Obligation Record

If the Overdue Process is 'Collecting On' Obligations, this record contains the obligation details. There will be 1 record for each obligation in the collection.

*Field Name*	*Format*	*Source / Value / Description*
Record Type	A4	"1620"
Sort Key	A26
Mailing Key	A15
SA_ID	A10	CI_SA / Id of the Obligation
START_DT	N10	CI_SA / Start Date of the Obligation
END_DT	N10	CI_SA / End Date of the Obligation
DESCR	A60	CI_SA_TYPE_L / Description of the Obligation Type (using the language of the customer contact's Person)

Overdue Process Obligation Debt Category Record

If the Overdue Process is 'Collecting On' Obligations, this record contains the breakdown of the credit allocation by debt category for the given obligation. This is done by calling the "determine balance details" business service (BS). A record exists for every debt category for the obligation's FTs that have outstanding debt.

Note: Please note that extract produces a row for each unique debt category that has a balance for each obligation. Your implementation may define granular debt categories, if desired. Please work closely with the letter template designers for your letters to ensure that the display of the debt details allows for the number of possible debt categories for your obligations.

*Field Name*	*Format*	*Source / Value / Description*
Record Type	A4	"1622"
Sort Key	A26
Mailing Key	A15
SA_ID	A10	CI_SA / Id of the Obligation
DEBT_CAT_CD	A8	From Determine Balance Details BS / Debt category
DESCR	A60	From Determine Balance Details BS / Description of Debt Category. (using the language of the Customer Contact's Person)
C1_DEBIT_AMT	N13.2	From Determine Balance Details BS / Assessed Amount
C1-PAY_AMT	N13.2	From Determine Balance Details BS / Payment Amount
C1_WV_AMT	N13.2	From Determine Balance Details BS / Waive Amount
C1_WO_AMT	N13.2	From Determine Balance Details BS / Write Off Amount
C1_OC_AMT	N13.2	From Determine Balance Details BS / Other Credit Amount
C1_BAL_AMT	N13.2	From Determine Balance Details BS / Balance Amount
DEBT_TYPE_FLG	A4	From Determine Balance Details BS / Debt Type

Overdue Process Assessment Record

If the Overdue Process is 'Collecting On' Assessments, this record contains the assessment details. There will be 1 record for each assessment in the collection.

*Field Name*	*Format*	*Source / Value / Description*
Record Type	A4	"1650"
Sort Key	A26
Mailing Key	A15
FT_ID	A12	CI_FT / FT Id of the Assessment
FREEZE_DTTM	N26	CI_FT / Freeze Date Time of Assessment
SA_ID	A10	CI_SA / Id of the Assessment’s obligation
START_DT	N10	CI_SA / Start Date of the Assessment’s obligation
END_DT	N10	CI_SA / End Date of the Assessment’s obligation
DESCR	A60	CI_SA_TYPE_L / Description of the Assessment’s Obligation Type (using the language of the customer contact's Person)

Overdue Process Obligation Debt Category Record

If the Overdue Process is 'Collecting On' Assessments, this record contains the breakdown of the credit allocation by debt category for the given assessment. This is done by calling the "determine balance details" business service (BS) for the assessment's obligation and then retrieving the detail specific for this assessment. A record exists for every debt category for the assessment's related FTs that have outstanding debt.

Note: Please note that extract produces a row for each unique debt category that has a balance for each assessment. Your implementation may define granular debt categories, if desired. Please work closely with the letter template designers for your letters to ensure that the display of the debt details allows for the number of possible debt categories for your assessments.

*Field Name*	*Format*	*Source / Value / Description*
Record Type	A4	"1652"
Sort Key	A26
Mailing Key	A15
FT_ID	A12	CI_FT / Id of the Assessment
DEBT_CAT_CD	A8	From Determine Balance Details BS / Debt category
DESCR	A60	From Determine Balance Details BS / Description of Debt Category. (using the language of the Customer Contact's Person)
C1_DEBIT_AMT	N13.2	From Determine Balance Details BS / Assessed Amount
C1-PAY_AMT	N13.2	From Determine Balance Details BS / Payment Amount
C1_WV_AMT	N13.2	From Determine Balance Details BS / Waive Amount
C1_WO_AMT	N13.2	From Determine Balance Details BS / Write Off Amount
C1_OC_AMT	N13.2	From Determine Balance Details BS / Other Credit Amount
C1_BAL_AMT	N13.2	From Determine Balance Details BS / Balance Amount
DEBT_TYPE_FLG	A4	From Determine Balance Details BS / Debt Type

How the Address is Determined

The following points describe the source of the collection letter’s address:

If the customer contact's person has a seasonal address effective on the business date, the letter's address is the respective seasonal address.
Otherwise the Account - Person record for the overdue process' account and the customer contact's person is retrieved and the address source is checked.
- If the address source is Mailing Location on Account, the letter’s address is the account’s mailing location.
- If the address source is Account Override, the letter’s address is the override address on the Account - Person record.
- If the address source is Person, the letter’s address is the person’s mailing address.
- If the address source is not defined, the person’s mailing address is used.
If an address was not populated as a result of the above, the letter is not produced and a warning is issued by the background process responsible for creating the letter extract file.